EOFFICE

OBJECTIVE OF THE APPLICATION

The need for transforming conventional government offices into more efficient and
transparent e-offices, eliminating huge amounts of paperwork has long been felt. The eOffice
product pioneered by National Informatics Centre (NIC) aims to support governance by using in
more effective and transparent inter and intra-government processes. eFile, an integral part of
eOffice suite is a system designed for the Government departments, PSU’s, Autonomous bodies
to enable a paperless office by scanning, registering and routing the inward correspondences
along with creation of file, noting, referencing, correspondence attachment, draft for approvals
and finally movement of files as well as receipts.

INTRODUCTION

eFile is a workflow based system that includes the features of existing manual handling
of files with addition of more efficient electronic system. This system involves all stages,
including the Diarisation of inward receipts, creation of files, movement of receipts and files and
finally, the archival of records. With this system, the movement of receipts and files becomes
seamless and there is more transparency in the system since each and every action taken on a file
is recorded electronically. This simplifies decision making, as all the required information is
available at a single point. It envisions a paperless office, with increased transparency, efficiency
and accountability of the organization. A revolutionary product aimed to make office work like
never before in the history of Indian Governance, is based on the Thirteenth edition of Central
Secretariat Manual of Office Procedures (CSMoP) of the Department of Administrative Reforms
& Public Grievances (DARPG), Govt. of India.

NEED OF EFILE

Information technology has changed the life style of people over a period of time. At the
same time, environment plays a major role in the innovation of technology, and later technology
became the need of the society. Files and receipts became an important entity in any
organization. There may be thousands of paper documents in the form of Files/Receipts being
dealt in an organization on a daily basis. Keeping record of these paper documents, their
movement and safety involves lots of time, money and efforts which in turn decreases the
efficiency and productivity of an organization.

So any organization looking for a solution that will allow them to capture the documents
in digital form, archiving them with some basic information for fast retrieval, movement of the
document with the comment/remark, opening of file to bring all related documents in one folder,
noting on file, movement of file for approval finally issuance of letter to the sender can go for

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this product. What began with the development and implementation of the “File Tracking
System” which was a major step towards Less Paper Office, NIC (National Informatics centre)
always in forefront in the adoption of new enabling technologies in information and
communication technology to meet the need of the organization/society, paved the path for the
eFile a workflow based product enabling end to end electronic file movement across the
government.

Manual techniques for diarising, moving and recording of Files/Letters, makes the
tracking of those files/letters a very difficult task, thus delaying the work and decreasing the
efficiency. Due to the inefficiency of tracking with the manual system, there arose a need for a
Computerized File Tracking System. An automated office attempts to perform the functions of
ordinary office by means of a computerized system. In a manual office scenario, there are
thousands of letters and files and their manual tracking is not a very easy task. A computerized
File Tracking System enables users to track these letters and files within seconds. Also, dispatch
and record keeping are made easy. It ensures proper distribution of work load, thus increasing
the efficiency of the system and bringing transparency to the system. The system simulates the
manual system in a digital environment.

EFILE MODULES
Different sections that constitute eFile application are receipts, files, dispatch, reports,
and so on. Each section comprises of different links that helps the user to easily utilize the
functionalities of different sections of the eFile.

Receipts

A receipt is a written document that a specified entity has been received as an exchange
for services. In eFile, receipts are created by the CRU which is further attached with the file to
get processed and approved from the higher authority. There are various links available under
Receipts section which is mentioned below:

 Browse & Diarise

o Physical
o Electronic
 Inbox
 Email Diarisation
 Created
 Sent
 Closed
 Acknowledgement
 Recycle bin

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Files

A File is a collection of related records which comprises of Receipts, Noting, Drafts,

References, and Linked Files There are various links available under Files section which is
mentioned below:

 Inbox
 Created
 Parked
 Closed
 Sent
 Physical File
 Electronic File
 Create Part
 Create Volume
 Recycle Bin

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